Student Services & Social Programme Coordinator

Job purpose

To lead student services, front-of-house operations and student welfare across the adult school, and coordinate and run a diverse, engaging and profitable adult social programme. 
The SS/SP Coordinator works closely with the Principal and Groups Coordinator to provide a safe, supportive, well-organised environment and an excellent experience for all students, whether adult or junior, from enquiry to departure. 

Main Duties and Responsibilities

School Management Support 

• Take hands-on responsibility in supporting and keeping the Principal informed on the daily administrative operations of the school, including hosting visitors, general site management, welfare & safeguarding, and maintaining the noticeboards as required 
• Regular liaison with relevant administrative staff of internal departments such as Admissions, Accommodation, Finance, and HR as necessary 
• With the rest of the school team, ensure the smooth running of the school office and contribute to the friendly and supportive atmosphere in the school for students and staff 
• Support the Principal, academic team, and office staff in the continuous development of the school, ensuring excellent customer service and an outstanding student experience 
• Communicate effectively through meetings, via email, or telephone with the school team, internal departments and external service providers or clients 
• Support the Principal in ensuring overall quality assurance of the school, a safe educational environment, and compliance with accrediting body requirements and UK Health & Safety legislation 

School Office/Reception 

• Take lead responsibility for the front desk, deal with enquiries in person or by telephone/ email and give a warm welcome to visitors and students 
• Act as ambassador for the school dealing with direct walk-in sales 
• Keep track of stock, ordering office supplies, school stationery and other resources necessary for the work and efficient functioning of the school as advised 
• Prepare the agenda for the weekly Office & Arrivals meeting, including arrivals lists, and produce meeting minutes & action points 
• Ensure the reception area is clean, tidy, & welcoming at all times

Student support and administration 

• Maintain a visible and approachable presence within the school, supporting student welfare, building positive relationships and encouraging students to engage fully with school life. 
• Support student welfare and safeguarding procedures, escalating concerns promptly in line with school policy. 
• Print student arrivals lists, welcome new students, & record the arrival of new students 
• Inform Admissions and the school academic management of students who have not arrived 
• Monitor student attendance and ensure the implementation of the school’s U18 & general attendance and absence policies, reporting serious concerns to the school senior management team 
• Lead on maintaining accurate records of student data such as adult accommodation records 
• Maintain up-to-date student files, including passport and visa information as required, and ensure student contact information is accurately recorded on the school database 
• Help students to resolve problems, directing them to the relevant school staff as necessary 
• Provide students with information on courses, payment, exams, local travel, doctor registration, bank accounts, etc. 
• Prepare and issue student letters such attendance letters, enrolment letters, council tax, etc. 
• Book departure transfers for students and ensure transfer information is issued in good time 

Finance 

• Liaise with Finance and Admissions over student payments, bookings, and refunds 
• Keep track of and collect tuition and accommodation fees paid directly at the school 
• Keep an accurate daily record of payments taken and make available to the Principal as necessary 
• Record daily petty cash expenditure and make available to Principal as required 
• Manage social programme payments, and record sundry payments on the school’s database 

General  

• Deliver excellent customer service at all times and contribute to a welcoming, supportive and student-focused school environment 
• Keep updated and informed on all school products 
• Provide information to prospective students, strive to sell and process direct course bookings, and ‘walk-ins’ 
• Organise trial lessons as required 
• Provide emergency phone cover at weekends and evenings throughout the year as per the agreed schedule (approx. once per month) 
• Prepare the emergency phone notes for weekends when not taking the phone 
• Provide cover as required in the absence of the Principal or Groups Coordinator  

Social Programme 

• Plan, develop and deliver a professional, high-quality social programme for adult international students, in accordance with best practice guidelines and all relevant risk assessment procedures 
• Research and incorporate relevant, engaging and culturally appropriate activities to maintain student interest and enhance the overall student experience 
• Maximise student participation by proactively building rapport with all students, encouraging involvement, fostering a sense of community, and ensuring activities are inclusive and accessible to all 
• Communicate effectively with students through face-to-face interactions, the school's communication platforms and approved social media channels to promote activities and encourage participation 
• Manage the student WhatsApp group using the school's designated Social Programme phone, ensuring communications remain professional, informative and in line with school policies 
• Monitor participation levels, student comments, feedback and social media engagement, responding appropriately and using insights gathered to continuously improve the programme 
• Promote the social programme through creative and innovative marketing initiatives to maintain high levels of awareness, engagement and attendance 
• Participate in the induction of new students, ensuring they receive comprehensive information about the social programme, activities, events and opportunities to participate 
• Maintain and update the social programme noticeboard and promotional materials on a weekly basis, ensuring all information, schedules and posters are accurate, current and professionally displayed throughout the school 

Person Specifications

Statutory requirements

• Eligibility to live and work in UK 
• Enhanced DBS clearance 

Qualifications 

• Good numeracy and literacy skills 
• Competence in Microsoft Office, particularly Word & Excel and other IT applications 
• Undergraduate degree (Desirable)
• Certified IT skills (Desirable)
• First aid-trained (Desirable)
• Fire Marshal Trained (Desirable)

Experience  and knowledge 

• Experience of working in an office  
• Experience of working in an administrative role 
• Experience of working in customer facing role and of providing excellent customer service 
• Experience of working with students from a diversity of cultures 
• Managerial experience/ having specified accountabilities in an administrative context (Desirable)
• PA/Reception experience  (Desirable)
• Worked in a student services role at a language school (Desirable)
• Previous exp